Create Receipt Online for Management with Ease and Efficiency

Create receipt online for Management

hi folks in this video i'm going to talk to you on a feature called receipt management inside quickbooks enterprise and quickbooks desktop pro premier annual subscription edition with quickbooks desktop and receipt management you can do a couple of things one you can take a vendor bill and you can scan it straight into quickbooks desktop or you can take a receipt and scan it straight into quickbooks desktop you can also use the iphone app to take a picture of the bill or the receipt and it will upload up to the cloud and download into your quickbooks desktop application let me walk you through a step by step so you understand how it works okay let's say we are in the quickbooks desktop homepage and to access the receipt manager we're going to click on the vendors menu and then we're going to go down to receipt management once you open receipt management you will see three buttons in the top the first button let me maximize that says browse to upload that allows you to simply just click on that find a pdf file in your computer somewhere click on open and that will load that pdf file into receipt management that could be and something that you scan or something that was already in your computer maybe it was attached in an email or something like that you can also click here says sends receipts to you're going to click on that and you can configure which is going to be your quickbooks desktop docs email basically it's going to be a unique email in the quickbooks world that anything that gets emailed to that email or gets forwarded to that email will go into receipt management as if you scanned it or you took a picture of it through the phone and the last one is snap on mobile when you click on that basically tells you grab your phone and download the app and go ahead and do that so let me show you what it looks like when you go into the app so i downloaded the app on my iphone it also works on an android as well and i'm gonna go ahead and search for quickbooks desktop that's what it's called quickbooks desktop on the iphone open that up you're gonna see three buttons you're gonna see receipt for uploading receipts you're gonna see bill for vendor invoices and documents just for random attachments or pictures or whatever so i'm gonna click on receipt and i'm gonna grab a receipt and take a picture of it so i'm gonna take a picture of the receipt as soon as i take a picture i'm gonna upload it i could change the name of the file if i want to just gives it a generic name and i'm gonna add notes you don't have to add notes but it'll be useful to add notes and it comes in into quickbooks desktop so i'm going to click on upload and then once i click on upload i can click on ok and then once i click on ok i can click on view uploaded receipts and i can get a list of all the receipts that i have uploaded and i can see them right there on my phone so now i'm gonna go back home you can click on bill as well i won't do an example of a bill but it's the same screen pretty much let's go to document i'll just grab like a random document i have on my screen i'll take a picture of that just so we can see what that looks like as an attachment just not a bill or receipt just a random attachment add some notes here let's say payroll stub or pay stub click on upload and let's go into quickbooks desktop and see what that looks like one thing that's worth mentioning because i kind of skipped that when i was showing you the app up here in the top right where it says manage users you have to create the users that will have access to the receipt management you can create both desktop and mobile access users that means someone that can access the receipt management in the quickbooks desktop and also access it on the phone or you can create only mobile users so they won't access quickbooks their only their sole role will be to take pictures and bills on the field and then that will come into quickbooks and only a quickbooks desktop user will have access to that so that part is kind of important to mention because in many many companies you have many people that are not going to touch quickbooks at all but you want them to be uploading receipts so that's actually a really good thing that it has okay good so now you understand that part let's talk about the stuff that we just did i uploaded a receipt from my computer or a bill from my computer which is this first one here and then i uploaded a receipt that was here on my desk that i used my phone for so i'm going to use both workflows to kind of show you how that works let's start with the receipt first it's a little bit easier to work with just because most people are used to dealing with a receipt there it is you're going to notice that quickbooks recognize home depot it didn't recognize the vendor's name it recognized the bank card source that's the card that i use to pay for it there's a little question there that doesn't recognize it list we'll discuss it in a second it recognizes the transaction date and the dollar amount you could double check obviously on the receipt you should anyway um and double check that now i'm going to click here just select click on the drop down menu i'm going to have three options i can review delete or move to bills delete means i don't want to deal with it it was an error move on right just get rid of it review means it is a receipt and i want to enter the receipt and move to bills means it's a bill it's an accounts payable it's a vendor invoice that i'm going to pay in the future typically receipts are not bills so i'm just going to click on review which means it is a receipt i want to categorize it once i click on review now you're on the next screen you're going to see basically a picture of the receipt that i just took you're going to see the date that i recognized you could change the date if it recognizes the day wrong quickbooks does ocr and try to read through some of these things i'll zoom in just so you can kind of see what quickbooks read and look the quality it's not all that great so quickbooks just have to try to dig into the receipt and try to figure out what it's in here so it did read 605 21 which is awesome red home depot somehow through the logo or whatever obviously there's data behind this that quickbooks is powering and then you see the total dollar value 75 54 and then the last four digits of the credit card right here zero two eight nine that's how it um recognized up here zero 289 so let's walk through how this works so first of all let's say for example you don't have a credit card zero two eight nine already set up in your chart of accounts quickbooks won't know what it is quickbooks will learn this as it starts translating the last four deals to your quickbooks chart of account so i'm gonna pick here let's say my mastercard account or my chase card or whatever happens to be pick that and that will be my credit card that will happen moving forward next time another receipt gets scanned and it ends with that last four digits quickbooks will now remember that selection you picked and they will select that credit card i could change as i mentioned i could change the date if it's wrong i could change the dollar amount if it's wrong in this case it was perfect i could change the vendor's name as well or create a new vendor's name if i want to here's my notes these are literally the notes that i typed on the app so based on this note maybe i can pick the type of job that it is so i'll just pick a job there let's just assume that that job is the abc job the account will be the category this is where i get to pick what expense category what cost to goods sold category what fixed asset whatever i'm buying without receipt i can pick that so let's say this one is job-related costs and then if there's a class i can pick my class as well obviously not all companies have classes that's it that's how it works you select the source account all the details of the categorization you click on save and add to register at this point if you made a mistake and it was supposed to be a bill pretty cool right here under the drop down next to the lead i can move to bill if i didn't move it on the previous screen then i'm going to click on save and add to register and boom that transaction gets created now because the home depot wasn't in my vendor list i can just quickly click on create vendor and it creates the vendor for you all in one shot again next time i scan another home depot receipt it will recognize the vendor and that will be it okay so i'm gonna click okay that's done if i want to review what i just did i can click here where it says reviewed and i can see the transaction itself here where it says view i can see the underlying transaction that was created and now i get to see a credit card charge with the source account the account that we picked here where just attach receipts i can click on that and i can open that original uh picture that i took and you will have the original information in there you can zoom in if you want to um and see that so that's pretty much how it is it's like the receipt process is super quick super easy to work okay let me close that let's talk about now the bills or the accounts payable process so let me go back for your review and in this example i didn't scan it um with my phone actually just uploaded it uh through with my computer it also works if you forward it through an email it works either way so i'm going to click here just select and click on move to bills because i'm going to tell it that this one happens to be a bill and not a receipt that actually converts it into a bill i'm going to click on yes and you will see that it gets completely removed from this screen because there's no longer a receipt it's now a bill remember all the documents load into the receipt management assuming they're all receipts or if you upload them as receipts they go into the receipt manager and then if you want to deal with the bill portion you're going to click on the vendor menu and down vendor you're going to see upload and review bills so once what you're uploading is a vendor invoice or a bill is going to be in a very similar screen you'll see it's pretty much identical in many ways but this is within the context that the stuff in here is bills now when you first bring the documents in here they're gonna be here where it says processing one bill it could take um a couple of minutes depending on how complex the bill is and it will try to detect as much as possible from it and then push it into the next screen which will be the review screen so now that it's finished processing you're going to see uh right here which i select same thing i can go into a review and this one is called import this data for some reason but that would be just like the review button when i click on import this data now you're gonna have the vendor bill that was created but instead of going into a sort of receipt workflow you're gonna go straight into the bill and it will try to pick up some things so notice it picked up the date it picked up the dollar amount you can see a little preview here of the image so right here you see a window of the image so it's right there sort of built in into um into quickbooks so you can work it yourself the reason why it doesn't work quite the same i think well first of all this edition of the build portion of the receipt management manager is still sort of in detail entry mode because many builds have multiple line items and it can't read line items really well so it's actually setting it up for you so you can sort of be next to it and possibly select the same line items in here as you bring them in so if you wanted to match up actual items actual products and services being sold to you by a vendor that you happen to have aligned in your um in your item list then that will work you don't have to do an item level you can just go into expenses and select the category as well but that's kind of the purpose of this workflow setting it up in here so you can look at it next to it this i'm pretty sure i am certain that it's going to get better and better where more of these things are going to be read in the future but as of the date of this video um this is kind of what it looks like though it'll pick up some things and the rest it will tee it up for you put it next to you in the workflow so you can um you know type some of these things manually including uh invoice number that sort of thing then i click on save and close and that gets done that gets completely brought in it comes out it comes off this area where it says um import this data i actually import it twice that's why it's there but it'll it'll come up and it'll it'll come away from this list so you don't have to see it anymore if you don't want to see it here anymore if it happens to be duplicated or it didn't go away you can just delete it at this point because we did enter the bill i'm going to click yes here and i do want to show you the bill one more time so i'm gonna go back into vendors i'm gonna go into enter bills and i'm gonna go find the bill i just entered because i want to show you up here in the top where it says attach file there's my document it's attached that's sort of the common theme um it creates a transaction and it touches it that's a really important thing the last example i'll show you i'll excited this is um the one that we talked about earlier when i was on the phone where i said i'm just going to scan a random document that's not a receipt or not a bill those are actually sort of semi-hidden inside the documents workflow so i'm going to click on their company and then go down to documents i'm going to click on documents and you're going to see a little option here called the document center or the doc center here on the left navigation bar is called docs same thing document center in the document center this is where you get to see all the documents that have been attached to any transactions there's my receipt there's my invoice the two that we did just now but up here in the top it says add document from mobile a little button there a document from mobile and then in there it's going to search for all the documents or pictures that i took from a mobile device really and it's going to give me the list of all of them and then i get to choose what i'm going to do with it so i i pick the actual one i can click on it and preview it if i want to see it first and then i can click on let me click on that again add from mobile and then i'm going to add it so then i have to pick where i'm going to add it you do have to attach it to something so when you're doing it straight from this workflow you kind of have to have the underlying transaction first so i'm going to click on add um and then i'm going to add it into my document center so right now it's just sitting in my document center unattached so if i if i x out of that you can see it right here and the way i know it's unattached is on this little column here it says attached to there's no underlying transaction being pointed to so if i were to open a transaction or a way to create a transaction let's say i were to create a bill and this is not necessarily the bill that i scan but some other document that's relevant to the bill and i where to create the bill again by itself not related to the document itself but the document is has some sort of relationship to the bill and i want to attach it to it i'm going to click on attach file and that's going to be sitting floating in my document center so i'm going to click right here it says doc doc center and that's the only unattached transaction that we have so i'm going to expand this window a little bit and because this is the only unattached transaction that we have this is the one that we can actually attach to the transaction so i'm going to click on attach here you do have to make the screens a little bit bigger click on attach and then i attach it to the transaction so that was when i took a picture of it on the phone and i picked just um document i didn't pick bill or receipt now i do want to add one more thing this system is far from perfect they still have a long way to go until i can tell you that i can use this in my daily workflow but i do want to make sure you know how it works if so if you're using it and countering it and trying to use it as a solution for mobile receipt management and mobile bill management is something you can consider i'm going to give an example of some of the reasons why i think this system is still heavily flawed for example if you look at my screen i already created manually i created this transaction in quickbooks as a um credit card charge for 75.54 i put the date approximately on the same date vendor name and then let's say that i use the bank feeds workflow so i'm going to go into a banking or bank feeds and then i'm going to see that the transaction got downloaded from the bank at this point most quickbooks users don't understand the repercussions of this but if they forgot that they use a receipt workflow and they come in here and they select a home depot and select a category whatever it is and click on add they're gonna duplicate the expense you don't want that of course um so obviously right now the bank fee workflow doesn't automatically catch it and say hey that transaction already exists and the manual matching process which is clicking on the add button here and clicking on match to existing transactions it should recognize it it should be a list of transactions in there that it could that it can match that way i'm not entering it twice so unfortunately i just don't know why systematically why that's the case at least it's an issue as of the date of this video you're going to have a lot of problems if you're mix and matching the receipt management feature and the bang feed feature because they still don't match really well so worked really well for what i showed you but then in the real world most people use bank feeds i use bank feeds with most of my clients i know most of my clients want to automate some of the other transactions that they don't have receipts for and bringing them into into bank feeds and you're not going to remember which ones had receipts and what just didn't it's just going to be a nightmare with potential duplicates that's a little caveat that i have in here hopefully later on after i publish this video they fix this i'll add comments on the description or on the on the comments if there's a fix for it or do an updated video or whatever anyway hope you like this video i hope it was useful hope you understand how receipt management in quickbooks desktop enterprise proplus premiere plus the annual subscription edition works and i'll see you on the next one